Procedure and Approval for Private and Out-of-State Schools

DVR may choose to support a private or out-of-state school for one or more reasons, which may include the following:

• There is no equivalent public-school program available in Wisconsin to meet the consumer's employment goal.
• The program is accelerated; the consumer can complete the program satisfactorily and the consumer will reach their employment goal quicker.
• Though uncommon, the school chosen provides scheduling, housing, or transportation disability accommodations that cannot be found at a Wisconsin public school, and attendance will achieve the employment goal.
• Graduate statistics show a significantly better outcome in terms of employment in the field of study than a Wisconsin public school (e.g., 85 percent vs. 20 percent placement rate).

In some situations, choosing an out-of-state or private school should be avoided when:

• The schooling is readily available in a Wisconsin public school.
• The training or schooling will not allow the person to reach the employment goal.
• The training or schooling will take much longer than an in-state public school option.
• The schooling or training will not meet state licensing requirements.
• The school is unaccredited or is a for-profit school.
• Attendance at the school will increase costs for which the student will be responsible.
• The Wisconsin Educational Approval Board does not list the school.

Before attendance at a private or out-of-state school is approved an Administrative Review (Staff Only, Internal Link) is required. The intent of the Administrative Review is to review the necessity to attend the selected private or out-of-state school. This administrative review only needs to be completed once per academic program.

Follow the necessary steps included in the Administrative Review (Staff Only, Internal Link) document.

If the Director or Supervisor does not approve attendance (Administrative Review is denied) at the private or out-of-state school, and the consumer still wants to attend, DVR supports will be capped at the DVR fee schedule amount and calculated using the standard DVR Training Grant process. If the student is an SSI/SSDI recipient, the University of Wisconsin equivalent cost of attendance would be used, and standard DVR Training Grant process applied. It must be explained to the consumer that they are not eligible to submit an Exception Request for additional funding once an Administrative Review is denied. Consumers have the right to appeal any denial of funds.

No exception is required if a student is attending a private or out-of-state school, with Administrative Review completed, and accepts the training grant limit of $6,000 per academic year/$3,000 per term.

If the Administrative Review was approved and additional funding is requested, the consumer must submit an exception request each term for which they are requesting additional funds following the Training Grant Exception Request Guidance (Staff Only, Internal Link) and process using DVR’s Exception Request/Process Form (DVR-14918-E).

1. Application for FAFSA must be completed to receive a DVR training grant. Encourage post-secondary students to apply for Free Application for Federal Financial Aid (FAFSA) at https://studentaid.gov/h/apply-for-aid/fafsa as soon as possible after October 1, prior to the academic year they wish to attend school.
2. To add training to the consumer's IPE, identify the provider as "University of Wisconsin Schools, Wisconsin Technical College System or equivalent." Service description should include the program (associate degree, undergraduate degree, etc.). The payer should read: "Financial Aid Supports/other grants or scholarship/DVR Training Grant/ Consumer".
   • All trainings must be recorded in the Education/Training tab in IRIS.
3. Prior to the student's first term, using their preferred method for receiving documents, send them:
   • Responsibility Checklist for DVR Consumers Applying for a DVR Training Grant,
   • The Training Grant Letter (form DVR 14662-E). This can be found via letters in IRIS or via Training Grant Letter under forms, and
   • The Training Grant Form for the next academic year with direction as to how to return the signed Training Grant form. An electronic signature may also be collected via the Training Grant portal in IRIS.
     • Reminder: The Training Grant form functions as a release of information (ROI) between DVR and the school.
4. Some out-of-state or private schools are not a vendor in the IRIS system. Please follow the correct steps based on the school's vendor status. If unsure, start with Procedure Steps for Schools Not Able to Accept Purchase Order (Direct Payment Only).

1. Look up the out-of-state or private school in IRIS under Fiscal – Vendor Search to determine if the school is a vendor.
   • If the school is not a vendor, you may reach out to the FAO contact, provided by the consumer, to see if they would like to use DVR Purchase Order for processing the DVR Training Grant funds.
   • If a school is willing to accept DVR Purchase Orders and is not a vendor in IRIS, connect with your local financial specialist to complete steps with FAO contact to create school as a vendor in IRIS. Then email DVRFAO@dwd.wisconsin.gov with the school information and case number to have them added to the Training Grant portal as a vendor.
     • Once school is established as a vendor in IRIS, move to Procedure steps for a Private or Out-of-State School Who Will Accept a Purchase Order.
   • If a school is not willing or able to become a vendor in IRIS, continue to step 2 below and use Authorizing for Training Grant via Direct Payment to process DVR Training Grant funds to consumer.

Reminder: Review Financial Aid Expense Categories (Staff Only, Internal Link) and Consumer Fiscal Responsibilities Agreement Form (DVR-16843-E) with the consumer prior to providing direct payment for Training Grant.

2. Request financial aid information from the FAO office contact at the out-of-state or private schools.
   • Send an email to the FAO office contact requesting the consumer's information for the current term listed below:
     • Student Aid Index (SAI)
     • All grants offered
     • All loans accepted
     • Any work study accepted
     • Needs based scholarships
     • Merit based scholarships
     • Number of credits
     • The financial aid cost of attendance (COA)
     • Tuition and fees
     • Books and supplies
     • Transportation
     • Personal/miscellaneous
     • Room and board
     • Dependent care expenses
     • Other costs.
   • You may send the Training Grant form to them to complete this information.
   • If unable to contact the FAO office directly, this information can be gathered from the consumer. They may have this information in their online student account.
   • Enter the financial aid information received into the Training Grant form to calculate the total DVR funding offered. When entering information into Training Grant form, make sure you check SSI/SSDI recipient box correctly based on verification of consumer being a recipient. Checking this incorrectly can directly affect the calculation.
   • Make sure you understand the calculations and have funding information for the current term. If information for the full academic year is received, you may need to split the information into the respective terms the school follows.
   • Make sure you enter the numbers in the correct labeled areas in the Training Grant form; if mis-entered, this could directly affect the calculation and amount of support offered.
   • Make sure you SAVE the form when completed and attach to the file in IRIS.
3. Review for accuracy. Do the numbers make sense? If not, contact DVRFAO@dwd.wisconsin.gov with case number for assistance.
4. Communicate and case note the results with the student and school. Use the Understanding the DVR Grant Calculator form to explain the Training Grant calculations.
   • If a student has concerns related to their grant amount(s) or school costs, they may:
     • Go back to the Financial Aid Office (FAO) to discuss possible changes to their FAFSA information and/or budget.
       • FAOs may or may not adjust the cost of attendance to reflect the student's specific circumstances. This could allow for additional funds to be made available by financial aid.
       • If the Administrative Review was approved, DVR could consider additional funding via an Exception Request.
         • Review Training Grant Exception Guide (Staff Only, Internal Link) for more information.
       • FAO's may reduce loan amounts based on the expected DVR training grant.
     • Include other costs from the cost of attendance information. Some programs use this for additional fees (lab supplies, specialized software, tools, etc.) required for the program. If appropriate to include theses fees, check the "Include Other Costs" box. Please note that loan fees, if a part of other costs, are not to be paid by DVR.
   • If a Training Grant is completed and there is no DVR contribution, note the decision and discuss with consumer/school. No further steps are needed.
5. Once the census date (if known) or start of classes has passed, confirm with the consumer they have not changed their class schedule/number of credits. Adjust credits if needed and review calculation on the form again. Review any adjusted Training Grant amounts with the consumer and school.
   • Some out-of-state or private schools require payment before start of classes. Negotiate with school to follow this procedure as best you can. Contact DVRFAO@dwd.wisconsin.gov with the school information and case number with concerns or questions.
6. Once the amount has been reviewed with consumer and approved, staff must verify that schedule and grades have been received and attached. Then follow steps for Authorizing for Training Grant via Direct Payment. Review Financial Aid Expense Categories, Consumer Fiscal Responsibilities Agreement Form (DVR-16843-E) and confirm with the consumer how they will verify their direct payment.
7. Enter authorization case note and follow direct payment steps for authorizing for Training Grant via direct payment. Payments should be processed as soon as possible and within 10 days of the census date/start of classes.
   • If the consumer is receiving grant funds from another entity, this should be recorded as a comparable benefit in IRIS following DVR In-House and Comparable Benefits policy.
8. Repeat for Term 2 once grades for Term 1 and schedule for Term 2 has been received.
9. Make sure all direct payments are verified with appropriate receipts.

1. If school is a vendor, create a Training Grant entry in IRIS. Training Grants are created under the Education/Training tab within IRIS. If this is a new program/school for this student, an Education/Training program needs to be added before a Training Grant can be created. If the student is continuing in a program, use the 'Continue Existing Schooling' button. You will see a message: "This training grant does not have a registered FAO Personnel." This means the school does not communicate through the FAO portal.
   • When entering information into Training Grant portal, make sure you check the SSI/SSDI recipient box correctly based on verification of consumer being a recipient. Checking this incorrectly will affect the calculation.
2. Request financial aid information from the FAO office contact at the out-of-state or private schools.
   • Send an email to the FAO office contact requesting the consumer's information for the current term listed below:
     • Student Aid Index (SAI)
     • All grants offered,
     • All loans accepted
     • Any work study accepted
     • Needs based scholarships
     • Merit based scholarships
     • Number of credits
     • The financial aid cost of attendance (COA)
     • Tuition and fees
     • Books and supplies
     • Transportation
     • Personal/miscellaneous
     • Room and board
     • Dependent care expenses
     • Other costs (normally not included in cost).
       • Some programs use this for additional fees (lab supplies, specialized software, tools, etc.) required for the consumers program. Review closely; if appropriate and the fees should be included you must check the "Include Other Costs" box to have the costs i included in the DVR Cost of Attendance Total.
   • You may send the Training Grant form to them to complete this information.
   • Loan fees are not to be paid by DVR.
   • If unable to contact the FAO office directly, this information can be gathered from the consumer. They may have this information in their online student account.
3. Once you have the financial aid information, go back to the Training Grant portal in IRIS. Click on the appropriate term and enter the financial aid information.
   • Make sure you understand the numbers and have funding information for the current term. If information for the full academic year is received, you may need to split the information into the respective terms the school follows.
   • Make sure you enter the numbers in the correct labeled areas in IRIS. If mis-entered, this could directly affect the calculation and amount of support offered.
   • Make sure you click SAVE when completed.
4. Review for accuracy. Do the numbers make sense? If not, contact DVRFAO@dwd.wisconsin.gov with the case number for assistance.
5. Communicate results with the student, and case note the exchange. Explain the Training Grant calculations used to arrive at the grant amount using the Understanding the DVR Grant Calculator Form.
   • If a student has concerns related to their grant amount(s) or school costs, they may:
     • Go back to the FAO to discuss possible changes to their FAFSA information and/or budget.
       • FAOs may or may not adjust the cost of attendance to reflect the student's specific circumstances. This could allow for additional funds to be made available by financial aid.
       • If the Administrative Review was approved, DVR could consider additional funding via an Exception Request.
         • Review the Training Grant Exception Guide (Staff Only, Internal Link) for more information.
       • FAOs may reduce loan amounts based on the expected DVR training grant.
     • Include other costs from the cost of attendance information. Some programs use this for additional fees (lab supplies, specialized software, tools, etc.) required for the program. If appropriate to include these fees, check the "Include Other Costs" box. Please note that loan fees, if a part of other costs, are not to be paid by DVR.
   • If a Training Grant is completed and there is no DVR contribution, note the decision and discuss with consumer/school. Click the 'Lock Term' button to advance Training Grant to next term or the 'Close Training Grant' button if this is the last term in the academic year.
6. Once the census date (if known) or start of classes has passed, confirm the consumer has not changed their class schedule/number of credits, adjust the credits if needed, and calculate form, again. Review any adjusted Training Grant amounts with consumer and FAO.
   • Some out-of-state or private schools require payment before start of classes. Negotiate with the school to follow this procedure as best you can. Contact DVRFAO@dwd.wisconsin.gov with the school information and case number with concerns or questions.
7. Once the amount has been reviewed with consumer and approved, staff must verify that the schedule and grades have been received and attached. Then click the "Advance Form Status for Term" button in IRIS. This will allow the "Add PO" button to be enabled.
8. Next authorize for DVR unmet need via the "Add PO" button on the Term tab. Local WDA staff must work together to approve and receive on the PO. Payments should be processed within 10 days of the census date/first date of classes.
   • Send a PO to school ASAP as it is completed. The PO should only be sent to schools with no registered users in the portal.
   • Within 30 days, the school must submit an invoice to get paid.
   • If consumer is receiving grant funds for another entity, this should be recorded as a comparable benefit in IRIS following DVR In-House and Comparable Benefits policy.
9. Repeat for Term 2 once grades for Term 1 and schedule for Term 2 have been received.
10. At the end of the academic year, when no additional terms remain, close the training grant.

Note: Training Grant exceptions for additional funding should be created within the portal prior to starting the PO for that term. If this is not possible, email the DVRFAO@dwd.wisconsin.gov with the case number for assistance. Exceptions completed from within the portal will add the exception value to the PO, which cannot be changed. Prior authorization exceptions should be created OUTSIDE of the portal.